Accounting Specialist II

Learn more about this QT9 job opportunity.

The Accounting Specialist II owns recurring accounting processes that support accurate and timely financial operations. This role is responsible for end-to-end accounts payable and accounts receivable activities, cash application, account reconciliations, assigned month-end close responsibilities, financial reporting support, and partnering with internal and external customers to resolve accounting issues while continuously improving accounting processes.
This position is full-time and onsite in Aurora, IL. We will be relocating to Batavia, IL early 2027.

Accounts Payable (AP)

• Invoice Processing: Verify, process, and record vendor invoices; confirm required approvals and supporting documentation; and ensure accurate GL, class, and location coding in Quick Books.
• Payment Processing
  :
  Schedule and process payments through checks, ACH, or wire transfers.
• Vendor Management: Establish and maintain vendor relationships and accurate vendor records, including ACH payment information, following established verification and approval procedures.
• Expense Reports and Credit Cards: Review employee expense reports and receipts for accurate coding, completeness, and compliance with company policy. Follow up on outstanding submissions, process approved expenses from Sage/Fyle into Quick Books and coordinate timely credit card payments.
• Reconciliation
  :
  Reconcile account balances and resolve any discrepancies.
• Compliance
  :
  Ensure compliance with internal policies and external regulations.

Accounts Receivable (AR)

• Recurring Billing and Invoice Generation: Prepare and send customer invoices, including subscription renewals and automated billing. Verify billing details, service dates, and applicable sales tax, and coordinate corrections with Customer Service.
• Payment Collection
  :
  Track and collect payments from customers, ensuring timely receipt.
• Customer Account Management: Maintain customer records and balances in ES and Quick Books; record payments; and process approved credit memos, cancellations, license reductions, and invoice adjustments or reissues. Ensure changes agree across systems and follow up on outstanding payments.
• Dispute Resolution
  :
  Address and resolve any billing disputes or discrepancies with customers.
• Aging Reports
  :
  Prepare and analyze reports to monitor overdue accounts and follow up on outstanding payments.
• Bank Deposits and Cash Application: Own recurring deposit and cash application activity, including ACH payments, checks, wires, credit card payments, and merchant deposits. Ensure payments are accurately recorded, matched, and applied to the correct customer accounts.
• Sales Tax Compliance: Reconcile sales tax activity across Avalara, ES, and Quick Books throughout the month and at month-end, including checks before and after automated billing. Research discrepancies, prepare required entries for review, and coordinate the review of sales tax reports, returns, and payments with outside tax accountants.

General

• Banking
  
  Activities:
  
  Prepare and process authorized transfers between company accounts, including payroll funding and transfers to operating accounts. Complete assigned bank payment verification activities and maintain supporting documentation in accordance with established approvals and internal controls.
• Revenue Recognition Support: Maintain accurate service dates and process approved revenue recognition adjustments in Quick Books for add-on products and subscription changes, following established procedures and Finance review requirements.
• Month-End Close:?Own assigned month-end activities, including AR aging review, AP cutoff support, deposit review, clearing account review, and open-item cleanup. Prepare supporting schedules and research common discrepancies.
• System Reconciliation: Perform daily balancing of bank receipts and customer balances between banking records, ES, and Quick Books. Reconcile related activity across the CRM, billing platform, payment platforms, and commission support files. Investigate duplicate charges, payment processing fees, and other discrepancies, and make or coordinate appropriate corrections.
• Commission Support: Prepare and maintain commission reports; validate sales, payments, customer status, and other required inputs; and reconcile reports to ES. Research differences, make appropriate corrections, and submit reports for review and approval before completing…